Administrative Assistant

Position Summary

This position serves as the primary backup to the Executive Assistant to the CEO/President and will be responsible for managing complex schedules, coordinating meetings, providing support to the finance and clinical departments, and performing a variety of administrative tasks to ensure the smooth operation of administrative office functions. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced, professional environment.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Executive Support & Scheduling (Primary Support):

* Act as primary backup and support to the Executive Assistant to the CEO/President, ensuring seamless coverage during absences.

* Proactively manage complex calendars for members of the executive team, including scheduling and coordinating internal and external meetings, appointments, and conferences.

* Arrange all meeting logistics, including booking and preparation of materials.

* Coordinate domestic itineraries, flights, accommodations, and ground transportation as needed.

Financial Administrative Support:

* Assist the finance department with basic administrative tasks, which may include backup support to purchasing, logging daily checks, and assisting with documentation organization.

* Maintain confidentiality and handle sensitive financial information with discretion.

* Facilitate communication and scheduling between the executive and the finance department.

Chief Medical Officer Administrative support:

* Maintain and coordinate the CMO's calendar.

* Schedule meetings with internal and external groups and protect designated administrative/strategic work time.

* Organize meeting materials and prepare agendas.

* Triage routine administrative requests and identify items requiring CMO attention.

* Attend designated meetings and document minutes, decisions and action items providing summaries to meeting participants.

* Follow up with responsible individuals regarding overdue or incomplete assignments

* Coordinate provider schedules, time off request with operational leaders.

* Track provider schedules, projects and other agreed-upon operational metrics.

* Coordinate provider meetings, trainings and required administrative activities

* Track completion of provider trainings and administrative assignments

* Maintain calendars for provider-related deadlines and activities

* Track completion of new provider administrative onboarding activities including trainings, equipment, orientation, etc.

* Track major clinical and operational projects that are under the direction of the CMO

* Coordinate communication and cross-departmental follow-up on CMO-sponsored projects and initiatives

* Provide the CMO with concise weekly summary of outstanding action items.

General Administrative Duties for Executive Team:

* Prepare, edit, and format documents, presentations, reports, and correspondence for the executive team.

* Manage incoming communications (emails and mail) with professionalism, responding or directing inquires appropriately.

* Assist in the planning and execution of company events, board meetings, and senior leadership gatherings.

* Handle occasional personal administrative tasks for executives as requires.

Operational Efficiency:

* Anticipate the needs of the executive team and resolve scheduling conflicts or operational hurdles.

* Serve as a liaison between executives, internal departments, and external stakeholders.

* Maintain office supplies and ensure common areas and conference rooms are prepared for executive use.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education & Experience:

* Requires Associate's degree in business-related field required.

* Minimum 2-3 years of experience in an administrative role, preferably supporting senior-level executive or within a corporate environment.

Knowledge, Skills, and Abilities:

* Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

* Good written and verbal communication skills.

* Outstanding organizational and time-management skills with attention to detail.

* Proven ability to manage multiple priorities, meet deadlines, and maintain composure under pressure.

* High degree of professionalism, discretion, and ability to handle confidential information.

* Strong problem-solving skills and a proactive, service-oriented attitude.

Outreach Community Health Centers, Inc. is an Equal Opportunity Employer